What are the responsibilities and job description for the Grants and Contracts Project Manager position at American University?
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American University
Department:
Time Type:
Full time
Work Modality:
Union:
Job Description:
Summary:
The School of International Service (SIS) at the American University (AU) supports and enables the scholarly efforts of our community. We create spaces for scholarly engagement and support principal investigators (PIs) as they develop research strategies and partnerships, author research publications, pursue grant and fellowship funding, and disseminate/promote research to audiences spanning academia, policymaking, the private sector, and international organizations. The Grants & Contracts Project Manager supports the School’s grant activities by administering grants and contracts from project award to project closure.
The School of International Service (SIS) at the American University (AU) supports and enables the scholarly efforts of our community. We create spaces for scholarly engagement and support principal investigators (PIs) as they develop research strategies and partnerships, author research publications, pursue grant and fellowship funding, and disseminate/promote research to audiences spanning academia, policymaking, the private sector, and international organizations. The Grants & Contracts Project Manager supports the School’s grant activities by administering grants and contracts from project award to project closure.
This position will support all activities related to post-award administration. The Grants & Contracts Project Manager will work with SIS principal investigators to ensure project activities and outcomes are achieved in a timely fashion and funds are spent in accordance with both sponsor and university requirements. This position provides a full range of technical and consultative post-award services to faculty and administrators receiving funds from government agencies, private foundations, and other funders.
The Grants and Contracts Project Manager will provide dedicated professional level sponsored funds management with specific responsibility for post-award functions that include, but may not be limited to: budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout. This position will serve as the primary contact for PIs and is responsible for managing the workflow of numerous grants and working under different deadlines and sponsor requirements. The Grants & Contracts Project Manager will partner closely with AU and SIS program staff to ensure creative, thoughtful, and innovative approaches to award monitoring and compliance, contract procurement, and subcontract and sub-grant management.
Essential Functions:
1.) Project Management and Oversight
- Works with PIs to ensure all grant deliverables are executed in a timely manner and that expenses are processed in accordance with University policies, procedures and applicable sponsor requirements.
- Working closely with PIs, lays out a timeline of deliverables and is the liaison between external vendors, project team and Associate Director, Post-Award Administration to ensure timely payment and execution of deliverables.
- Work with the SIS pre-award team to ensure timeliness and accuracy on grant submissions.
- Coordinate the process of setting up awards after grant number is assigned, including reviewing award, verifying award set-up and ensuring personnel are set-up appropriately.
- Meets regularly with PIs to provide ongoing updates and communications related to current projects and deliverables. This includes regular auditing and reporting to principal investigators and departmental leadership.
2.) Budget and Post-Award Administration
- This involves working closely with the SIS pre-award office and PIs to ensure that budgets are set up taking into account university operational processes, procedures and guidelines so project deliverables can move seamlessly through the project life-cycle.
- Review budgets and related justification for appropriateness and completeness of content.
- Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
- Work with PIs, OSARA and the Associate Director of Post-Award Administration on project closeouts.
- Work closely with the Associate Director of Post-Award Administration to oversee budget management (including forward planning), funder reports (narrative and financial), administration of sub-awards and Professional Services Agreements (PSAs), compliance-related communications with funders, and any other needs that arise.
- Resolve issues related to expenditures, budgets, wire transfers, grant closeouts, carryovers, etc.
- Direct procurement using institutional credit card ensuring compliance with AU and SIS standards, rules, and procedures.
- Flag potential needs for budget realignment or no-cost extension through monitoring of expenditures.
3.) Personnel Management
- Working closely with the SIS Office of Financial Operations as well as the SIS Faculty Affairs Office, responsible for coordinating all personnel requests related to project personnel, including but not limited to research assistants, full-time staff, postdoctoral faculty and consultants.
4.) Reporting and Compliance
- Conduct complex award management activities, including monitoring and managing accounts, audits, evaluations and reporting.
- Prepares financial reports and reallocates funds as necessary by requesting necessary cost transfers.
- Develop internal tracking and reconciliation mechanisms such as Budget to Actuals reports to ensure actual and committed spending is on track and in accordance with sponsor and university guidelines. Assists with the review of interim and final financial reports to sponsor.
- Oversee financial administration and reporting including: preparation and timely submission of contractor reports, development and adjustment of associated budgets, and coordination of budgeted funds. Conducts a monthly review of all grant expenses, payroll and purchasing (including purchasing cards) activity to ensure accurate allocations and works with PI to continuously plan and adjust depending on project needs.
5.) Other Duties as Assigned by Supervisor
- This may include assistance with compliance tasks, grant audit responses, etc.
Competencies:
- Making Accurate Judgments and Decisions.
- Evaluating and Implementing Ideas.
- Championing Customer Needs.
- Developing Plans.
Position Type/Expected Hours of Work:
- Full-time.
- 35 hours.
- Exempt.
- All services are expected to be delivered from within the Washington, DC, Maryland, or Virginia (DMV) area.
- This position is on a hybrid work arrangement, subject to change based on university needs.
- This position is externally funded.
Salary Range:
- $75,000-$80,000 annually.
Required Education and Experience:
- Bachelor's degree.
- 3-5 years of relevant experience.
- At least to 5 years of professional experience, including substantial experience with oversight of finance, budget planning, operations, systems, policies, and procedures.
- Experience with budget and financial planning in non-profit organizations, higher education, or private sector.
- A strong demonstrated track record in grants management.
- Ability to multi-task in a fast-paced environment and keen attention to detail.
- Excellent communication and relationship building skills, including an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
- Capacity to work independently and as part of a collaborative team.
- Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
- Excellent attention to detail.
- Prior experience in project cycle management, budget management, grants management, financial management, and/or contracts management in non-profit or academic setting.
- Flexibility, creativity, and tenacity in problem solving.
- Excellent mastery of spreadsheet applications.
- Excellent verbal, written, and interpersonal skills.
Preferred Education and Experience:
- Master's degree.
- 5-8 years of relevant experience.
- At least 5 to 7 years of professional experience, including substantial experience with management of finance, budget planning, operations, systems, policies, and procedures.
- Prior experience with financial and grants submission and management systems, and experience in project budget development.
- Experience with facilitating project development, project management, budget and financial planning in non-profit organizations, higher education or award-driven private sector organizations.
- Experience with US and foreign government grants and contracts and/or private foundation grants highly desirable.
- A strong demonstrated track record in grants management.
- Thorough understanding of how to manage multiple budgets, project spending, and monitor reporting.
- Experience in/understanding of the academic research enterprise in higher education or global affairs.
- Ability to multi-task in a fast-paced environment and keen attention to detail.
- A successful track record in setting priorities; keen analytic and problem-solving skills which support and enable sound decision making.
- The ability to communicate effectively with professionals who may be prominent in their fields.
- Intellectual creativity.
- Commitment to institution-building.
- Passion for seeking synergy between action, learning and research.
Benefits
AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.
Other Details
- Hiring offers for this position are contingent on successful completion of a background check.
- Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
- Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
- American University is anE-Verifyemployer.
Current American University Employees
American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University careers site, email
theworkline@american.edu
.
American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.
Salary : $75,000 - $80,000
